Build a Project Tracker for Event Planning
Keep every vendor, task, deadline and budget line for your event in one place. Build a custom event tracker on Kleap. Free to start.
16,170+ sites created with Kleap in the last 30 days
A working app, not a template
What it is
A project tracker for event planning is a web app that keeps every task, vendor, deadline, and budget line for an event in one database so nothing gets forgotten as the date approaches. It gives the planner a single countdown view across venue, catering, and everything else that has to come together on the day.
What your event planning project tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for event planning.
Task
A specific to-do like 'Confirm catering headcount' or 'Send speaker run-of-show' — the checklist item that has to be done before the event.
Event
Which event the task belongs to, so a planner running several events at once keeps each one's checklist and timeline separate.
Owner
The team member or volunteer responsible, so every loose end has a name attached as the date nears.
Status
To do / In progress / Waiting on vendor / Done, giving the planner a live read on how ready the event is.
Due Date
The deadline for the task, working back from event day so time-critical items (permits, deposits) are done with margin, not in a panic.
Priority
Flags must-haves versus nice-to-haves, so if time runs short the essentials for the day are protected first.
Vendor
The supplier tied to the task (caterer, venue, AV, florist), so you can see everything depending on a given vendor and chase them in one go.
Category
Venue / Catering / AV / Marketing / Logistics, so the planner can review readiness area by area.
Budget Line
The estimated and actual cost tied to the task, so spend stays visible and the event doesn't quietly blow its budget.
What good looks like for event planning
One app, a view for everyone
Event Lead / Planner
A single countdown view of everything left to do, which vendors are unconfirmed, and whether spend is tracking to budget as the date approaches.
Team member / Volunteer
A clear list of the tasks they own and their due dates, so they know exactly what to handle without asking the lead repeatedly.
Client / Stakeholder
A high-level read on how ready the event is and which decisions are still waiting on them, without needing a status call.
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the project you actually want and own it outright.
A typical project
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around event planning
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how event planning actually works
Build it in 3 steps
Describe it
Tell Kleap what your event planning needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Can I plan more than one event at a time in it?+
Yes. Each task carries an Event field, so you can run several events in parallel and filter down to any single event's checklist, vendors, and timeline. One dashboard covers everything you're planning.
Can I track vendors and deadlines together?+
Yes — the Vendor, Due Date, and Status fields let you see every task tied to a supplier and what's still unconfirmed as the date nears. You can pull up 'everything waiting on the caterer' and chase it in one pass.
Can I keep an eye on the budget from the same tracker?+
Yes. A Budget Line field holds estimated and actual cost per task, so a dashboard totals spend against your plan. It's a tracking view, not full accounting software, but it keeps the event from quietly going over budget.
Can my team update it from their phones during the event?+
Yes — it's a web app that opens in any phone browser, so on the day your team can check off tasks and see status live. There's no separate app to install; the responsive web page works on any device with a browser.
More Project Tracker use cases
Ready to build it?
Describe your event planning project and watch it come to life. Free to start, no code.